Job description

STATEMENT OF PURPOSE:
The Buyer is a key contributor to the well-being of our patients by ensuring clinical offices have appropriate supplies when needed. The Buyer acts as a purchasing agent for Sun Life Health and procures a wide variety of supplies and equipment for multiple outpatient care facilities, using accepted procurement procedures in obtaining best price and quality goods. The Buyer function entails receiving automated purchase requests from departments for processing and ordering of supplies. Other related responsibilities include resolution of pricing and shipping discrepancy, expediting of orders, identifying substitutions and alternate sourcing for backordered products. The Buyer will also perform Shipping, Receiving, and Inventory functions as necessary. The Buyer must provide excellent customer service to the internal customer base.

ESSENTIAL FUNCTIONS:
Acts as a purchasing agent for Sun Life Health, having authority to commit system funds by contract, procures a wide variety of supplies and equipment for multiple facilities, using accepted procurement procedures in obtaining best price and quality goods including GPO compliance and seeking opportunities to institute cost saving activities

Receives purchase requests from departments for processing and ordering of supplies

Resolves pricing and shipping discrepancies, expediting of orders, identifying substitutions and alternate sourcing for backordered products and customer service

Checks purchase requisitions for proper authorization and completeness prior to the acquisition of any requested supplies and equipment

Initiates and maintains purchase orders, utilizing Materials Management software system

Performance of buying functions with accuracy and competence including proper pricing, receiving quantities, obtaining packing slips, stocking, rotating goods, and preparing paperwork with proper accounting requirements

Works closely with requesting departments, providing information and assistance in purchasing related matters including locating missing orders, notification of back orders, pricing, terms, problems, any changes, or restrictions on materials that would prohibit the acquisition and communication of any other arrangements made on their behalf.

Continually seeks to understand and support customer needs, concerns, and priorities - Meets or exceed customer expectations and requirements

Check order status or confirmation before close of business each day, and assure timely delivery and performance

Returns all calls within one business day

Follows department guidelines and notifies the Supply Chain Director of any variances to the guidelines that may be critical in handling/expediting and processing purchasing orders

Identifies suitable purchasing arrangements for products, including contracts, blanket orders, standing orders and vendor stocking arrangements

Management of blanket and standing orders to ensure adherence and appropriate renewal action

Arranges for the procurement of supplies on a pooled basis, rather than department by department

Obtain emergency and rush ordered supplies in coordination with the end user departments as required

Expedites and follow-ups on orders placed on a regular scheduled basis - research missing items

Manages vendor returns and credits

Exercises tact, discretion, and diplomacy in establishing and maintaining harmonious relations with end user departments

Keeps informed of current departmental practices or changes by regularly attending staff meetings

Participates in continuing education related to profession

Ensures unscheduled absences do not exceed department guidelines

Observes the department dress and grooming standards and consistently wears name badge

Provides proper notification of absence or tardiness within established guidelines

Maximizes the use of all facility resources, including supplies, own time, and time of others

Performs duties in an independent manner with little or no need for direct supervision

Seeks guidance from department managers and Supply Chain Director when appropriate

Recognizes and performs duties which need to be performed although not directly assigned and regularly assists others

Seeks methods to improve current practices by identifying problems and proposing viable solutions to supervisor

Follows all regulatory guidelines.

Performs seasonal requirements such as inventory counts, year end reports, filling in for other supply chain positions

Other duties as assigned.

ADDITIONAL RESPONSIBILITIES:
Shipping

Ensures the accuracy of all shipping documents and gathers and maintains all data and records relative to shipping activities.

Assures that shipping counts match picking documents and assists in resolving any discrepancies.

Collects all documentation for outbound freight and routes to the proper record keeping unit.

Ensures proper labels and tickets have been applied before shipping.

Examines outgoing shipments to ensure shipments meet specifications.

May pick orders to be shipped.

Schedules inbound and outbound freight to comply with warehouse operations and capacities

Maintains inventory of shipping materials and supplies

Receiving

Ensures the accuracy of all receiving documents and gathers and matches forms (PO, packing slip, computer printout) relative to receiving activities.

Assures that receiving counts match purchase orders and packing slips documents and assists in resolving any discrepancies.

Files all receiving paperwork in PO sequence.

Identifies backorders and places merchandise in designated holding area for expedited handling.

Receives UPS orders and subdivides into separate product category for verification and stocking activities.

Verifies (recounts) orders received by others to ensure accuracy of incoming merchandise

EDUCATION AND EXPERIENCE

High school diploma or equivalent required

3-5 years previous procurement experience

Bachelor's - Associates - Certifications preferred

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